IT Queries: Computer problems answered

How do I share Microsoft Office templates on my network?

It’s a good idea to share standard documents and layouts across the entire business network. It avoids having too many versions being sent out to customers and suppliers.

To do this, first create the standard documents and make sure they are correct. Then save them as templates (.dot or .xlt in Word and Excel).

Then create a folder on one of your shared network folders. Make sure this folder or drive is marked read only for most people as you only want authorised staff to change the documents.

Once you’ve set this up, copy the templates to that folder.

Then on each machine, you will have to open Word click on the Tools menu, choose Options and File Locations.

Highlight the Workgroup Templates item, click modify and enter the network address of the template folder (eg \\server\data\templates).

Save and restart Word. You’ll have to repeat the process on Excel.

The result of this is when staff go to create a new document or spreadsheet from a template, all the standard templates will now appear under the general tab.

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